Cancellations, Rescheduling & Refunds

At Best Party Hire, safety and fairness come first. This page explains what happens if you need to cancel, what refunds apply, and what happens if we have to cancel due to weather or safety.

If You Need to Cancel

How to Cancel

If you need to cancel your booking, please contact us by email as soon as possible.

Include:

Booking name
Event date
Brief reason (optional)

Cancellations must be in writing so there is a clear record of notice given.

Admin / Booking Fee

The Admin (Booking) Fee of £25 is non-refundable in all circumstances.

It covers:

Booking administration
Scheduling and logistics
Payment processing
Pre-event planning

This work begins immediately once a booking is made.

Refunds Based on Notice Given

Refunds (excluding the Admin Fee) depend on notice period and booking type.

Private, Home, School & Nursery Bookings

Applies to:

Private parties
Home bookings
Schools and nurseries

14 days or more notice
→ 100% refund of balance paid
(Admin Fee deducted)

7–14 days notice
→ 50% refund of balance paid
(Admin Fee deducted)

Less than 7 days notice
→ No refund
→ Any outstanding balance still due in full

Business, Organisation & Charity Bookings

Applies to:

Businesses
Organisations
Charities
Corporate or public events

28 days or more notice
→ 100% refund of balance paid
(Admin Fee deducted)

Less than 28 days notice
→ No refund
→ Any outstanding balance still due in full

These bookings require longer notice due to planning, staffing, and equipment allocation.

Outstanding Balances

If a booking is cancelled during a non-refundable period, any unpaid balance will still be due in full.

This is because:

The date has been reserved
Equipment has been allocated
Other bookings may have been turned away

Changing Instead of Cancelling

If you need to change your booking rather than cancel:

The Admin Fee is not transferable if a booking is cancelled completely.
Where possible, we will always try to help with reasonable changes.

If Best Party Hire Needs to Cancel

When Might We Cancel?

In rare cases, we may need to cancel if it is unsafe to set up or use equipment, including:

High winds above safe limits
Severe or persistent rain
Unsafe or waterlogged ground

These decisions protect:

Children and guests
You as the hirer
Our staff and equipment

Who Decides?

The final decision rests with Best Party Hire because:

We are responsible for safe installation
We must follow manufacturer and insurance rules
We have a legal duty of care

We will:

Monitor forecasts in advance
Communicate early where possible
Decide as soon as conditions are clear

If We Cancel for Safety or Weather

If we cancel due to safety or weather:

✔️ The Admin Fee will be refunded
OR transferred to a new date if you prefer

✔️ You can choose to:

Reschedule to another available date, or
Receive a refund in line with this policy

We will always discuss options with you and aim to be fair.

Can We Move Indoors?

If you have access to a suitable indoor venue, we may be able to:

Move the booking indoors
Swap to suitable indoor equipment

This depends on:

Ceiling height
Access
Equipment availability

If the Weather Is Uncertain

Forecasts change. If conditions are borderline:

We may wait until closer to the event
We’ll keep you updated
Safety always comes first

We will never cancel unnecessarily, but we will not set up if it is unsafe.

Cancellations Beyond Our Control

In rare cases we may cancel due to:

Unsafe weather
Safety concerns
Events outside our control

If this happens, we will offer:

Rescheduling, or
A refund in line with this policy

Why This Policy Exists

This policy allows us to:

Operate safely and responsibly
Follow insurance and legal requirements
Plan staff and deliveries reliably
Be fair and transparent with all customers

Not Sure Which Rules Apply?

If you’re unsure whether your booking counts as:

Private
School/nursery
Business/organisation

Just contact us and we’ll confirm for you.

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